Sr. Special Events Coordinator, the Fund for Johns Hopkins Medicine

Summary of Responsibilities:

The Fund for Johns Hopkins Medicine Events team works collaboratively with colleagues across medicine and the institution to create experiences that build stronger donor and alumni relations, allowing staff to focus on cultivation, fundraising, and ensuring donors and alumni remain connected to Johns Hopkins. We operate as a central service to the Fund for Johns Hopkins Medicine (FJHM) in regard to donor/alumni relations, events, building recognition, and other needs as warranted.

The FJHM events Sr. Coordinator is responsible for proactively planning and implementingJohns Hopkins Medicine development events and supporting School of Medicine alumni events, as needed. The FJHM events team strives to create unique event experiences for constituents. Such events include professorship installations, receptions/dinners, symposia, reunions.

Specific Responsibilities:

Interaction with Leadership

• Manage the event calendar and reviews/submits briefings in relation to FJHM events for the President and Provost of the University, Dean/CEO of Johns Hopkins Medicine, President of the Johns Hopkins Hospital and Health System, Department Directors, and senior leadership of DAR and FJHM.
• Serve as a consultant to departments on leadership needs and follow up with department contacts as needed to ensure leadership request process moves forward.
• Create and distribute briefing templates and briefing information to colleagues as events are scheduled with leadership.

Event Planning

• Coordinates 30+ events per year for FJHM, individual departments, University Leadership, and School of Medicine alumni; some independently and others in partnership with the Associate Director of FJHM Events or Assistant Vice President of the School of Medicine Alumni Relations and FJHM Engagement team. Will spend significant amount of time supporting our SOM colleagues with planning support for the SOM Reunion, SOM Scholarship Recognition Event, and other SOM Alumni focused programs.
• Assists AVP and Associate Director with large-scale events including annual dean’s symposia, School of Medicine reunion, and building groundbreakings/dedications that have budgets in excess of $100,000 and attendance in excess of 300+.
• Leads departments in planning and execution of events (in-person, hybrid, and virtual) from start to finish, using independent judgment to create event timelines, advise development staff accordingly, and set/stay within a given budget.
• Plans, produces, and cleans-up in-person events, including, but not limited to: negotiating for space contracts and book space, arranging food and beverage, ordering supplies and audiovisual equipment, making travel arrangements, ordering event signs, ensuring appropriate décor, and preparing nametags, briefings, materials, event supplies, gift bags, literature tables, registration lists, seating cards to meet the quality and expectations of Johns Hopkins event.
• Plans and produces virtual/hybrid events, including, creation of meeting or webinar, creating and executing communication plans (electronic invitations, meeting/webinar instructions, reminder communications, etc.), management of meeting or webinar controls (screen sharing, muting, sharing screen, etc.), facilitates practice sessions with speakers, creates slide decks, records the event and completes basic video editing as needed, and creates and manages post event surveys.
• Assists Directors, Associate Director, Senior Management, Vice President at FJHM, and Dean/CEO's office with the planning and implementation of special projects, programs, and events as requested, including non-development events.
• Works effectively with vendors, including, but not limited to, printers, caterers, suppliers, mailing houses, photographers, florists, and restaurants.

Dean’s Symposia Events

• Through strong and efficient management of logistics, communications and production, serve as primary support for the AVP and Associate Director to plan national Johns Hopkins Medicine Dean’s Symposia.
• This includes:
• Assists to recruit and lead volunteers for engagement opportunities.

• Research hotels, venues, caterers and other vendors, and secure locations and contracts as appropriate.
• Track all ancillary events that will be taking place in conjunction with the main Symposia.
• Executes communication needs in partnership with Assistant Director of Communications and Associate Director of Events; oversees coordination of registration, logistics and on-site execution.

General Event Information

• Executes events within the specified budget.
• Understands the University’s donor database, known as ALADIN, and its various modules, especially events management.
• Gather information and statistics, via surveys, on each project/event from development offices and attendees to achieve quality event productions by keeping detailed records and enters data into ALADIN database and department event tracking database.
• Providing training to FJHM staff in creating and maintaining events in ALADIN, specific events, and event policies and procedures.
• Maintains R.S.V.P. email and voicemail accounts. Answers and responds to inquiries in a timely, polite, and professional manner and enters the data into ALADIN events module.
• Proposes new ideas to improve the event planning and implementation process.
• Conducts research, makes site visits, and finds resources to help staff make decisions about event possibilities by creating and maintaining a list of venues, capacities, catering, accessibility, contacts, hours of operation, and parking options. Compile information into the events binder and update on a regular basis.
• Uses outside vendors and in-house resources to coordinate large mailings. Proofread communications to ensure accuracy. Works with Business Services to update records and mailing lists.

General Skills

• Utilizes computers for virtual event management, word processing, mail merging, maintaining lists, updating database records, and producing varied reports.
• Works a flexible schedule to accommodate and staff events. May require early mornings, nights, and weekends. Some travel may be required.
• Answers the main telephone line for the SOM Alumni Relations and FJHM Engagement team as needed.
• Performs other duties including, but not limited to, photocopying, mailing, and training as necessary.

Requirements:

• High School Diploma/GED and 5 years related experience required. Bachelor’s degree preferred. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
• The ideal candidate has at least two years of experience in event planning or project management, preferable in a higher education/health care environment and with VIP cliental. Experience with both in-person and virtual meeting/event planning, development (preferably in higher education or health care), and marketing ideal.
• Self-starter with a positive attitude
• Proactive problem solver
• Superior planning, communication, and follow-through abilities.
• Ability to work professionally with donors, vendors, and faculty and staff as representation of the Fund for Johns Hopkins Medicine
• Strong attention to detail.
• Ability to work within a given budget, multi-task, and prioritize in a well-organized manner.
• Must possess excellent verbal, interpersonal, and written communication skills.
• Performs well under pressure and within time constraints with a high degree of accuracy and diplomacy.
• Possess excellent word-processing and database management skills; significant PC experience and a thorough working knowledge of Windows, Word, Excel, PowerPoint, the internet; and the ability to learn new software. Experience using Zoom preferred.
• Ability to work independently and as part of a team.
• Night and weekend work with some travel for selected events possible.
• Ability to lift 50 pounds, to sit for eight (8) hours straight, to stand for various time lengths, to walk stairs, and travel.

Classified Title:Sr. Special Events Coordinator
Working Title: Sr. Special Events Coordinator, the Fund for Johns Hopkins Medicine
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range:Commensurate with experience
Employee group: Full Time
Schedule: M-F, 8:00am-5:00pm
Exempt Status: Non-Exempt
Location: 04-MD:School of Medicine Campus
Department name: 10003241-SOM Admin FJHM SOM Alumni Relations
Personnel area: School of Medicine

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons or because the individual is pregnant or attempting to become pregnant. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, please visit:https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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